Project Scope Management

Overview
 Project Scope Management

Project Scope
 Work that must be done to deliver a product with the
specified features and functions.
 Clearly states the boundaries of project work.

Project Scope Management

 Includes the processes required to ensure that the
project includes all the work required to complete the
project successfully.
 Concerned with defining and controlling what is or is not
included in the project.
 Project team and stakeholders must have same
understanding of what products will be produced and
processes used to produce them.
 Scope Management Processes
 Initiation - authorizing the project or phase.
 Scope Planning - developing a written scope
statement as the basis for future project
decisions.
 Scope Definition - subdividing the major project
deliverables into smaller, more manageable
components.
 Scope Verification - formalizing acceptance of
the project scope.
 Scope Change Control - controlling changes to
project scope.
 Project Initiation
 The process of formally authorizing a new
project or phase.
 This formal initiation links the project to the
ongoing work of the performing organization.
 Important keywords are investigation,
demonstration and planning.
 Challenges are team building and planning
scope.

This phase has a significant impact on project

success…
 Project Initiation
Inputs
Product Description

Strategic Plan

SCOPE
Project Selection Criteria

Historical Information
 Project Initiation
Tools/Techniques

 Project Selection Methods

– Involve measuring value or attractiveness to the
project owner
– Benefit measurement methods
– Constrained optimization methods

 Expert Judgment
– Required to assess the inputs to this process.
– Available from stakeholders, organizational
units, consultants, associations, etc.
 Project Initiation
Outputs

Project Charter

Project Manager Assigned

SCOPE
Constraints

Assumptions
Summary - Initiation
 Project Charter
 Agreement between the organization
providing the product or service, and the
customer organization requesting and
receiving the project deliverable.
 Tool to obtain commitment from all
affected groups and individuals within a
specific project.
 Does not change throughout the project
life cycle.
 Project Charter Structure

The project typically consists of four primary

sections:

 Project identification and scope

 Authority and resource need definition
 Project roles and responsibilities
 Project structure and schedule
 Project Charter - Example
PROJECT SCOPE

 Project name/title: Membership Recruitment Task Force

 Background/Introduction/Purpose:
In the past two years, membership has decreased 5%.
This team is being called together to develop a strategy
to increase member retention and to add 100 new
members in the next two years.

 Scope Statement (Expected results/desired outcomes):

The membership committee will develop a strategy and
action plan to increase member retention and add at
least 100 new members by June 2005.
 Project Charter – Example Contd.
AUTHORITY AND RESOURCES

 Who has the authority to make decisions and allocate funds?

The committee has the authority to spend up to $5,000 for this project. The
committee is empowered to do what it takes to get the task done.

 What personnel resources are needed?

 A consultant who is a specialist on membership retention and recruitment
 One pro-active member from each of the regional chapters (8 people)
 A marketing specialist from our membership (1 person)
 Team leader (1 person)

 What is the budget?

 Consultant ($2500), Marketing materials ($1500), Meetings ($1000)

 What is the time needed?

Six months
 Project Charter – Example Contd.
ROLES AND RESPONSIBILITIES

 Research and select a consultant to work with committee (Tom, Mary and
Bill—by Jan 1st)
 Develop membership calling campaign in each region (8 regional committee
persons responsible) Membership phone campaign in June
 Develop marketing material (Tom—by April 1st)
 Mail out marketing materials to all present and past members in May

PROJECT SCHEDULE

 January 15th – Consultant retained

 February 10th Survey completed for approval
 March 1st – Survey mailed out
 April 1st – Marketing material completed
 May 1st – Mail out marketing materials
 June – Conduct phone campaign
Summary – Project Charter
 Scope Planning

 Process of progressively elaborating and

documenting the project work (project scope)
that produces the product of the project.
 Defines boundaries and deliverables which are
established to ensure that expectations are
understood and achievable.
 Starts with the initial inputs of product
description, the project charter, and the initial
definition of constraints and assumptions.
 Scope Planning
Inputs
Product Description

Project Charter

SCOPE
Constraints

Assumptions
 Scope Planning

Tools/Techniques

 Product analysis
 Benefit/cost analysis
 Alternatives identification
 Expert judgment
 Scope Planning
Outputs

Scope Statement

Supporting Detail
SCOPE

Scope Management
Plan
 Scope Statement
 Basis for agreement between customer and
supplier.
 Basis for all project related decisions.
 Used to determine whether the project has been
completed.
 Needs to be revised/refined to reflect approved
changes to the project scope.

 Includes:
 Project justification
 Project’s product
 Project deliverables
 Project objectives
Summary - Planning
 Scope Definition
 Involves subdividing the major project
deliverables into smaller, more manageable
components to:
 Improve the accuracy of cost, duration, and
resource estimates.
 Define a baseline for performance
measurement and control.
 Facilitate clear responsibility assignments.

 Proper scope definition is critical to project

success.
 Scope Definition
Inputs
Scope Statement

Assumptions

SCOPE
Constraints

Other Planning Outputs

Historical Information
 Scope Definition
Tools/Techniques

 Work Breakdown Structure (WBS) templates

 WBS: document that shows the work involved in completing the
project.
 Part of the project plan - it should be signed off by the sponsor
and critical stakeholders before the project begins.
 The framework of the WBS defines all contractual authorized
work.

 Decomposition
 Subdividing the major project deliverables into smaller, more
manageable components until the deliverables are defined in
sufficient detail to support development of project activities
(planning, executing, controlling, and closing).
Work Breakdown Structure - Example
 Scope Definition
Outputs

WBS

SCOPE
Scope Statement
Updates
Summary - Definition
 Scope Verification
 Includes activities such as measuring,
examining and testing the project deliverables to
make sure they conform to the requirements.
 Process of obtaining formal acceptance
of the project scope by the stakeholders.
 Requires reviewing deliverables and work
results – can be time consuming and expensive.
 Can also take place if a contract is terminated
before completion.
 Scope Verification
Inputs
Work Results

Product Documentation

SCOPE
WBS

Scope Statement

Project Plan
 Scope Verification

Tools/Techniques - Inspection

 Inspection includes activities such as

measuring, examining, and testing
undertaken to determine whether results
conform to requirements.
 Inspections are variously called reviews,
product reviews, audits, & walkthroughs.
 Scope Verification
Outputs

SCOPE Formal Acceptance

Summary - Verification
 Scope Change Control
Scope change control is concerned with:
a) Ensuring that changes are agreed upon
b) Determining that a scope change has
occurred
c) Managing the actual changes when and if
they occur

 Scope change control must be thoroughly

integrated with the other control processes
 Scope Change Control
Inputs
Performance Reports

Change Requests

SCOPE
WBS

Scope Management
Plan
 Scope Change Control
Tools/Techniques

 Scope Change Control

– defines the procedures by which the project
scope may be changed
 Performance Measurement
– helps to assess the magnitude of any variations
that do occur
 Additional Planning
– modifications to the WBS or analysis of
alternative approaches
 Scope Change Control
Outputs

Scope Changes

Corrective Action
SCOPE
Lessons Learned

Adjusted Baseline
Summary – Change Control
 Questions – True/False

 The WBS will outline the project phases, risks, assumptions and
contingencies.
F
 Scope verification is a process that occurs throughout phases C, D, E, F.
T
 If project scope is concerned with setting the boundaries of the project then
project scope management is concerned with the control aspects of that
project?
T
 Project charter is an output of which phase: Initiation, Planning or
Definition?
Initiation
 Project charter changes throughout the project life cycle?
F
 Scope change control cannot be independent of other change processes?
T